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TRANSCRIPT
Session Title & Description
(this slide not part of the presentation)
Do Your Purchase Orders “Make the Grade”?
- Everyone reviews purchase orders to make sure they are compliant with laws and policies,
provide the data needed to make informed decisions, and provide transparency into State
procurement. But, how do you know how well you and your staff are doing? The new
Purchase Order Scorecards from the State Purchasing Division will help you grade yourself
and your staff.
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April 27, 2017
Do Your Purchase Orders “Make the Grade”?
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After completing this session,
you will understand:
- The purpose of the PO
scorecards
- How to obtain PO data
- How to insert PO data into
the scorecards
- How to score POs and PO
lines
- How to interpret your results
Entity Procurement Compliance
Manual
In your conference packet if you
are from a State Entity
- Available on the SPD web site
for anybody
Details on why purchase order
data is important
Complete instructions for
conducting the annual self-audit
- Downloading PO Data from
PeopleSoft
- Using the new PO scorecards
Interpreting the results
Developing corrective action plans
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Purpose of the PO Scorecards
- Random PO Scorecard:
- PO type
- Order of precedence
- Clear description
- Correct 3-digit NIGP
code
- NIGP / PO Type
validation
- Criteria-based Scorecard
- 25K Splits
- Vendor/NIGP Splits
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What’s the source of the
data?
- PeopleSoft queries:
- 19D query
- 25K review
- PO List query
- Vendor splits
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Adding data to the
scorecards
Highlight/Paint All Cells
Copy Highlighted Cells to Windows Clipboard
Paste Highlighted Cells
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How do the PO
Scorecards work?
- Select appropriate compliance level from dropdown - Add comments where appropriate/necessary
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Random PO Scorecard:
Evaluating PO Lines
- Evaluating PO Lines:
- Clear item description?
- Correct 3-digit NIGP code?
- NIGP Code / PO Type compliance
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Random PO Scorecard:
Evaluating Individual POs
- Evaluating Individual POs:
- Correct PO Type?
- Order of Precedence followed?
- Other specific procedures followed?
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Random PO Scoring
Summary (1)
- Evaluation of PO lines and PO is combined
- Individual PO rating
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Random PO Scoring
Summary (2)
- Scorecard summarizes all PO factors
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Random PO Scoring
Summary (3)
- Scorecard provides summary
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Criteria-based Scorecard (1):
25K Review
- Identify possible bid violations
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Criteria-based Scorecard (2):
Vendor/NIGP Splits
- Identify possible split purchases
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Criteria-based Scoring
Summary (1)
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Criteria-based Scoring
Summary (2)
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Interpreting Your Results
- What did you find?
- Did anything surprise you?
- What is the next step?
- Do I need a corrective Action Plan?
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Questions??
Thank you!
Next >>> Scorecards Demonstration